Caring for Our Children (CFOC)

Chapter 9: Administration

9.4 Records

9.4.2 Child Records Release of Child’s Records

The parents’/guardians’ written requests to release their child’s records must be specific about to whom the record is being released, for what purpose, and what parts of the record are being copied and sent. Upon parent/guardian request, designated portions or all of the child’s records should be copied and released to specific individuals named and authorized in writing by the parents/guardians to receive this information. The original records and the written requests should be retained by the facility.
The facility must retain the original records in case legal defense is required, but parents/guardians have the right to know and have the full contents of the records. Sending the record to another source of service for the child may enhance the ability of other service providers to provide appropriate care for the child and family.
Parents/guardians may want a copy of the record themselves or may want the record sent to another source of care for the child. An effective way to educate parents/guardians on the value of maintaining the child’s developmental and health information is to have them focus on their own child’s records. Such records should be used as a mutual education tool by parents/guardians and caregivers/teachers. Facilities may charge a reasonable fee for making a copy.
Center, Early Head Start, Head Start, Large Family Child Care Home, Small Family Child Care Home
RELATED STANDARDS Written Policy on Confidentiality of Records